How to set up additional punches in the Schedules?

Hi!

Normally, work schedules have four punches per day (Clock in, start break, end break, and Clock out).

However, in some cases, there may be a need for additional punches to be recorded, in order to account for extra work periods or additional exits (not including the standard intraday break) during the workday.

These additional punches must be configured in the employee’s Schedule to ensure that all calculation rules are applied correctly, without impacting payroll closing later.

1- Additional punches must be created as Flexible Breaks within the employee’s Schedule.
Therefore, the first step is to create this punch category as a Custom Break. Follow the steps in this article to create it and save the break with a name that is easily recognizable by employees (e.g. Additional punch, Additional break, etc.).

Pay attention to the options Set as working hours and Do not calculate missing hours for this type of break, as depending on the selection, it will impact the calculation of worked hours. Select according to the purpose of the punch.

2- Within the Schedule, add the custom break to the Flexible category on the days when these additional punches may occur.
In Number of breaks, enter how many times these punches can happen on the same day (remembering that 1 break includes a start and end, so enter a number greater than 1 if this can occur multiple times in the day).

Since these are flexible breaks, they will not be mandatory (like the standard lunch break) and will not be part of the estimated schedule calculation.

3- The created punches will appear for employees assigned to the Schedule, following the same logic as breaks.

In the app, use the Punch option to access the records. The next screen displays a map with your location, the current time, and the type of punch (Entry, Break Start, Break Return, Exit, etc.).

Tap on the displayed classification; a list will open. Click on "Start anytime" to open the flexible options and select the Start or End of the additional break, according to the execution order.

4- To monitor additional punches, access the employees’ Super Punch. The punches will be within the Breaks category. Select the cell with the number of breaks, and the punches will be displayed within the corresponding break category.

The punches are also displayed in the time reports.

Important: The punch categories are essential for calculations to occur correctly. Therefore, when using additional punches, it is essential that they are recorded in their proper categories.

As mentioned at the beginning of the article, some scenarios in which additional punches are used may occur either during or after the estimated workday.

In this second scenario, if the employee has already recorded their Clock out punch and needs to return to work on the same day as extra work, that last punch must be adjusted to an Additional break start.

Then, an Additional break end punch is recorded to start counting the extra work, followed by Clock out to end the day.

The visualization of this scenario will look like this:

If the additional punch occurs during the work period, simply follow the punch order, using the additional break when the punch happens.

The visualization of this scenario will look like this:

How to add these additional breaks as an exception?

When additional punches are needed only on a specific day or period, you do not need to change the employee’s main Schedule. In this case, create a Schedule Exception for the required dates and configure the additional break within the exception.

Before starting, make sure the Custom Break that will be used for the additional punches has already been created, as explained earlier in this article.

To configure it:

1. Go to Schedules > Exceptions;
2. Click Create exception;
3. Enter a name to identify the exception;
4. Select the employee or employees;
5. Define the day or period when the additional punches will be available;
6. Configure the Schedule Exception according to what should apply on that day;
7. Click + Add break;
8. Select the Custom Break created for this purpose, such as Additional Punch or Additional Break;
9. Configure the break as Flexible;
10. Define the number of additional breaks that may occur during the day, considering that each break has a start and an end;
11. Review the other hours and breaks configured in the Schedule Exception;
12. Click Save.

Important: the Schedule Exception replaces the employee’s original Schedule on the selected dates. Therefore, in addition to the additional break, make sure all other hours and breaks that should apply on that day are configured correctly.

In the app, the process follows the same logic as additional punches configured directly in the Schedule: when punching, the employee must open the punch type selection, click Start at any time to display the flexible options, and select the Start or End of the additional break according to the order in which it occurs.

This configuration is recommended when the additional punch is needed only occasionally, as it allows you to adjust only the required dates without changing the employee’s main Schedule.

This update allows more control over additional punches, as they are within the Breaks category, making them easier to view in Super Punch and reports.

It also ensures the correct calculation of additional hours, since schedule tolerances and limits will be properly applied to clock in and clock out, leaving these additional punches flexible for exceptions.

Tips or troubleshooting

• The additional punch option does not appear for the employee: confirm that the Custom Break was added to the employee’s Schedule as a Flexible break and that the employee is assigned to the correct Schedule.
• The employee needs to use the additional punch more than once on the same day: review Number of breaks. One break includes both a start and an end, so configure more than one break if the additional punch may occur multiple times during the day.
• Worked Hours are being calculated differently than expected: review the Custom Break settings, especially Set as working hours and Do not calculate missing hours for this type of break, as these options affect how the period is calculated.
• The punches appear in the wrong order or category: additional punches must be assigned to the correct Break category. Incorrect categorization may affect the calculation of the day.
• The employee already recorded Clock out but needs to return to work: adjust the previous Clock out punch to the start of the additional break, record the end of the additional break when the employee resumes work, and then record a new Clock out at the end of the day.
• The additional punches are needed only on specific dates: instead of changing the employee’s main Schedule, create a Schedule Exception for the required dates and add the additional Flexible break to the exception.
• You need to review how the additional punches were recorded: use Super Punch and open the Breaks category. Additional punches are also available in time reports.

Best practices

• Give the Custom Break a clear name, such as Additional punch or Additional break, so employees can easily identify the correct option when punching.
• Configure additional punches as Flexible breaks so they remain optional and do not become part of the employee’s planned Schedule calculation.
• Define Number of breaks according to the maximum number of times the additional break may be used during the day.
• Review the Custom Break calculation settings before assigning it to employees, especially whether the period should count as Worked Hours or generate Missing Hours.
• Instruct employees to select the correct start and end of the additional break according to the order in which the punches occur.
• Use a Schedule Exception when the additional punches are required only occasionally or on specific dates, instead of changing the employee’s regular Schedule.
• After the first use, review the employee’s punches in Super Punch to confirm that they were assigned to the expected categories and that the calculation is correct.
• When additional work occurs after the employee’s regular Clock out, review the punch sequence carefully so that the additional work period is calculated correctly.

Frequently asked questions

1. Are additional punches mandatory when they are configured in the Schedule?

   No. Because they are configured as Flexible breaks, they are optional and are not included in the estimated Schedule calculation.

2. How many additional punches can an employee make in one day?

   This depends on the Number of breaks configured in the Schedule. Remember that one break represents a pair of punches: the start and end of the additional break.

3. Can additional punches affect Worked Hours or Missing Hours?

   Yes. The result depends on the Custom Break settings, including Set as working hours and Do not calculate missing hours for this type of break. Configure these options according to the purpose of the additional punches.

4. Where can I review additional punches after they are recorded?

   You can review them in Super Punch, under the Breaks category. They are also displayed in time reports.

5. What should I do if the employee needs to work again after already recording Clock out?

   Adjust the previous Clock out to the start of the additional break. When the employee resumes work, record the end of the additional break, and then record a new Clock out when the workday actually ends.

6. Can I configure additional punches only for one day or a specific period?

   Yes. Create a Schedule Exception for the required date or period and add the additional break as a Flexible break within that exception. This avoids changing the employee’s regular Schedule.

7. Can I use the same additional break several times during the day?

   Yes. Configure Number of breaks with the number of times the additional break may occur. Each configured break includes a start and an end.

8. Why is it important to use the correct punch category?

   Punch categories are used in the calculation of the employee’s day. Recording an additional punch in the wrong category may cause Worked Hours, Extra Hours, or other results to be calculated incorrectly.